ISO 17069:2014

INTERNATIONAL ISO
STANDARD 17069
First edition
2014-10-15
Accessible design — Consideration
and assistive products for accessible
meeting
Conception accessible — Considérations et produits d’assistance pour
réunion accessible
Reference number
©
ISO 2014
© ISO 2014
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ii © ISO 2014 – All rights reserved

Contents Page
Foreword .iv
Introduction .v
1 Scope . 1
2 Terms and definitions . 1
3 Planning and management for full participation . 2
3.1 Principle . 2
3.2 Specific considerations and supports . 3
Annex A (informative) Guidelines in relation to the process of organizing an accessible meeting .8
Annex B (informative) Prior registration form for an accessible meeting .15
Bibliography .17
Foreword
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bodies (ISO member bodies). The work of preparing International Standards is normally carried out
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electrotechnical standardization.
The procedures used to develop this document and those intended for its further maintenance are
described in the ISO/IEC Directives, Part 1. In particular the different approval criteria needed for the
different types of ISO documents should be noted. This document was drafted in accordance with the
editorial rules of the ISO/IEC Directives, Part 2 (see www.iso.org/directives).
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to Trade (TBT) see the following URL: Foreword - Supplementary information.
The committee responsible for this document is ISO/TC 173, Assistive products for persons with disability,
Subcommittee SC 7, Accessible design.
iv © ISO 2014 – All rights reserved

Introduction
There are various types of meetings, ranging from small gatherings in families, schools, workplaces, and
towns, to bigger ones such as academic meetings, sessions in congresses, and international conferences.
Participation in meetings is indispensable for full participation and inclusion in society as envisioned in
the United Nations Convention on the Rights of Persons with Disabilities.
As social participation of older persons and persons with disabilities is promoted, more older persons
and persons with disabilities are taking the opportunity to attend meetings. To ensure that all persons
can participate in a meeting in a meaningful way, considerations are required to be taken to overcome
any obstacle that can be a hindrance. Printed meeting notices and documents might not be appropriate
for a participant who has a seeing impairment or who is blind. Complicated texts might be a hindrance
for a person who has a cognitive impairment. Discussions might be difficult to follow for a participant
who has hearing impairment or who is deaf. Narrow passages, gaps, and stairs might be barriers for a
person who uses a wheelchair or assistive products for walking. Persons with speech disability might
have difficulties expressing themselves in a meeting without any support.
Meeting organizers have to understand and address hindrances so that all participants can fully take
part in the meeting. Careful planning, support staff, and use of appropriate assistive products can
overcome hindrances. Preparation of meeting materials in alternative formats such as large print, braille,
or digital formats can facilitate understanding for a person who has seeing impairment or who is blind.
Texts that are clear and concise can facilitate understanding for a person with cognitive impairment.
Amplification of speech by using microphones can be appropriate support for a person with hearing
impairment. Sign language interpreters can assist a person who is deaf to follow and participate in a
discussion. A built environment with elevators and ramps can make an area accessible for a person with
mobility limitation.
This International Standard identifies areas to consider, as well as support and assistive products that
can facilitate the full participation of older persons and persons with disabilities in meetings.
In this International Standard, considerations and assistive products that can contribute to making a
meeting accessible are presented in relation to human abilities. To facilitate for meeting organizers,
Annex A presents detailed guidelines and a checklist in relation to the process of organizing an accessible
meeting.
INTERNATIONAL STANDARD ISO 17069:2014(E)
Accessible design — Consideration and assistive products
for accessible meeting
1 Scope
This International Standard specifies considerations to be taken, as well as support and assistive
products that can be used when organizing a physical meeting in which older persons and persons with
disabilities can actively participate.
Teleconferences and web conferences are important methods that can be used to include older persons
and persons with disabilities in meetings.
2 Terms and definitions
For the purposes of this document, the following terms and definitions apply.
2.1
accessible meeting
meeting which is organized so that older persons and persons with disabilities can participate actively
and where required, assistive products and support staff are used to facilitate participation
2.2
assitive product
any product (including devices, equipment, instruments, and software), especially produced or generally
available, used by or for persons with disability for the following functions:
— for participation;
— to protect, support, train, measure or substitute for body functions/structures and activities;
— to prevent impairments, activity limitations, or participation restrictions
[SOURCE: ISO 9999:2011, 2.3]
2.3
support staff
person who performs tasks to facilitate the execution of an accessible meeting which can include, but
are not limited to, interpreting, note taking, guiding, and assisting participation of older persons and
persons with disabilities
Note 1 to entry: Support staff includes guide assistant (2.4) and communication assistant (2.5).
2.4
guide assistant
person who leads and assists a person in a location in an appropriate manner for that person’s impairment
2.5
communication assistant
person who assists with communication
EXAMPLE 1 A person who conveys proceedings of meetings and discussions using sign languages, live
captioning, by paraphrasing or by Assistive Augmented Communication (AAC).
EXAMPLE 2 A person who expresses opinions on behalf of a participant.
EXAMPLE 3 A person who assists participant to follow documentation, e.g. turns pages of documents, points
out information in documents.
2.6
attendant
person who accompanies an older person or a person with disability and enables them to participate in
the meeting
2.7
information services
interactive communication support using support staff and assistive products so that older persons and
persons with disabilities can actively participate
3 Planning and management for full participation
3.1 Principle
3.1.1 Basic principle
Meeting organizers should be aware of factors that can hinder the participation of older persons and
persons with disabilities in meetings.
When planning a meeting, the organizer should identify and consider measures they should take to
facilitate full participation of the persons who intend to participate in the meeting. When appropriate,
arrangements should be made for web conferencing such as captioning services, and auditory or textual
expression for non-textual presentations. For public or open meetings where prior registration is not
feasible, the organizer should carry out measures to ensure reasonable accommodation.
3.1.2 Before the meeting
All participants should receive necessary information (e.g. notice, invitation, agenda, meeting documents)
in an appropriate format and be requested to express any requirements they might have in relation to
active participation. For this purpose, prior registration can be helpful. (See Annex B).
NOTE Information on formatting is available in W3C/WAI document at http://www.w3.org/WAI/
training/accessible.php
The meeting venue and program should be checked to ensure that they accommodate the requirements
of the participants.
The meeting organizers should inform staff concerning requirements of participants.
The meeting organizers and support staff should plan how they will provide the support required
and emergency procedures in relation to participants’ requirements. Communication methods for
emergency situations and evacuation procedures should be established and clarified.
The meeting organizers should brief speakers, workshop leaders, moderators, etc. concerning
considerations to be taken when presenting and leading the meeting in relation to the participants’
requirements.
The meeting organizers should inform all meeting participants of any allergens or sensitizing substances
that they should not wear, use, or bring to the meeting in relation to the participants’ requirements.
The meeting organizers should provide information concerning accessibility of the web conferencing
software adopted.
3.1.3 At the meeting
Information presented at the meeting should accommodate the requirements of the participants.
Information on meeting schedule (e.g. time for pauses, lunch breaks, end of meeting) and venue
(e.g. location of restrooms) should be given when opening the meeting.
2 © ISO 2014 – All rights reserved

All participants should be informed of considerations they should take to ensure that all present can
participate actively. Such considerations include, but are not limited to, information on special seating
arrangements, use of microphone, speaking slowly to allow for interpretation, introducing themselves
before speaking, and any allergy, intolerance, or hypersensitivity considerations.
When appropriate, a procedure/system should be established for participants to signal (e.g. with cards)
need of a short pause in discussions when more time is needed before discussions are continued (e.g. to
consult with interpreter, assistant, or attendant).
Organizers should ensure that all participants can take part in discussions during breaks, lunch, and
breakout meetings.
3.1.4 After the meeting
Meeting materials and minutes (including any handouts and presentations) should be produced and
sent to participants in appropriate formats.
Participants should be given the opportunity to give feedback concerning accessibility of the meeting.
Meeting organizers should review feedback and make adjustments in planning procedures or checklists
for subsequent meetings.
3.2 Specific considerations and supports
3.2.1 General
This Clause includes considerations and supports in relation to specific human functions. Further
information on accessibility, design considerations, and human functions, abilities, or disabilities can be
found in ISO/IEC Guide 71.
Examples of related support include assistive products and personnel that are provided by the meeting
organizer and those brought to the meeting by a person with disability. For those that are brought to the
meeting by the participant, the organizer should ensure that the assistive product or personnel can be
accommodated at the meeting.
3.2.2 Seeing
3.2.2.1 Considerations
Considerations should be taken regarding written information, mobility, and orientation in relation to
blindness and seeing impairment as well as appropriate colour scheme in relation to colour identification
disability.
If appropriate, information on the meeting venue should be made available prior to the meeting or
explained orally on site.
3.2.2.2 Examples of related support
The following are examples of related support for blindness and seeing impairments:
— appropriate colour scheme in documents and signage (colour identification disability);
— audio or enlarged letters version of documents (seeing impairment);
— braille, audio, or digital version of documents (blind);
— devices such as braille displays, braille typewriters, slates, computers with reading application
(blind);
— devices such as image-enlarging video systems, large screen monitors (seeing impairment);
— tactile walking surface indicator, tactile guide maps, etc. (seeing impairment, blind);
— support staff such as guide assistants;
— work space to accommodate attendants;
— relevant information (e. g. introduction of participants in relation to where they are seated at start
of meeting, if appropriate);
— list of keyboard shortcuts for the web conferencing software.
3.2.3 Hearing
3.2.3.1 Considerations
Considerations such as good sound environment throughout the premises and good lighting to facilitate
lip reading should be taken into consideration in relation to spoken communication, presentations,
discussions, and audio alarm notifications.
3.2.3.2 Examples of related support
The following are examples of related support for hearing impairments:
— projectors, white boards;
— amplifiers, loudspeakers (hearing impairment);
— good lighting, especially on the person speaking to facilitate lip reading (hearing impairment, deaf);
— microphones (hearing impairment);
— assistive systems for hearing (hearing impairment, deaf, deafblind), e.g. induction loop system,
infrared systems for audio information, and radio frequency transmission system;
— sign language interpretation (deaf, hearing impairment);
— speech to text/CART (deaf, hearing impairment). CART (Communication Access Realtime
Translation) is realtime display of verbatim report on a computer or large screen, using a special
keyboard/stenotype via special software;
— captioning/subtitling (deaf, hearing impairment): captioning is to provide a piece of text appearing
on screen as part of a film or broadcast; while subtitling is to provide captions displayed at the
bottom of a cinema or television screen that translate or transcribe the dialogue or narrative;
— live captioning provided by the web conferencing software;
— note-taking (deaf, hearing impairment): note-taking is to produce a summary report by hand-
written paper (manual note-taking) or on screen of laptop computer (computerized note-taking);
— interpreting system as per preference or requirement of participant (deafblind);
— information services and communication assistants;
— work space to accommodate attendants;
— relevant information.
4 © ISO 2014 – All rights reserved

3.2.4 Touch
3.2.4.1 Considerations
Meeting venues should be inspected in relation to anything that might require intact sensory ability such
as sharp edges and hot or cold surfaces. If there are any questions concerning safety, the participants
with sensory impairment should be contacted prior to meeting.
3.2.5 Taste and/or smell
3.2.5.1 Considerations
Consideration should be taken in relation to anything that requires intact taste and/or smell abilities. If
there are any questions concerning safety, participants with taste and/or smell impairment should be
contacted prior to meeting.
3.2.6 Hand and arm use
3.2.6.1 Considerations
Meeting venues and routes to local parking and transportation facilities should be inspected in relation
to anything that can hinder hand and arm use, such as doors that are manually opened, placement of
objects and materials that are to be handled, etc.
3.2.6.2 Examples of related support
The following are examples of related support for hand and arm use impairments:
— alternate routes with appropriate signage;
— arrangement of meeting room and placement of documents, materials, refreshments, etc.;
— support staff, guide assistant;
— work space to accommodate attendants;
— relevant information.
NOTE Hand and arm use corresponds to upper body structure functions and fine hand use abilities in
ISO/IEC Guide 71.
3.2.7 Mobility
3.2.7.1 Considerations
Meeting venues and routes to local parking and transportation facilities should be inspected in relation
to anything that can hinder mobility, such as uneven pavement, steps, lack of adequate space for those
who have mobility impairment, or who use walking aids and wheelchairs.
3.2.7.2 Examples of related support
The following are examples of related support for mobility impairments:
— elimination or avoidance of hindrances or hazards that can cause tripping and/or falls;
— alternate routes with appropriate signage;
— arrangement of meeting room and placement of documents, materials, refreshments, etc.;
— support staff, guide assistant;
— work space to accommodate attendants;
— relevant information.
NOTE Mobility corresponds to lower body structure functions in ISO/IEC Guide 71.
3.2.8 Voice and speech
3.2.8.1 Considerations
Considerations should be taken in relation to the number of participants, acoustics, and size of room.
Meeting organizers should check with participants with voice and speech impairment prior to meeting
concerning appropriate support and alternative forms of communication, such as “sign language” or
“augumentative and alternative communication technology”. Other means of communication support
can be appropriate depending on individual needs and situations.
3.2.8.2 Examples of related support
The following are examples of related support for voice and speech impairment:
— microphones;
— voice amplifiers;
— support staff, communication assistant;
— work space to accommodate attendants;
— relevant information.
3.
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